Provost's Council Minutes (5/14/13)

Provost’s Council
May 14, 2013
2:00 p.m.
Ruby Hicks Hall, Room 245

Members Present:     Doug Allen, Jackie Blakley, Amanda Blanton, Tim Bowen, Dan Holland, Lynn Lewis, Robin McFall, Amoena Norcross, Sarah Shumpert, Brian Swords

Members Absent:      Scott Harvey

 

Others Present:          Gayle Arries

    

Length of Meeting:   2.0 hours

 

Topics Discussed:

The minutes of the April 23 meeting were approved with a minor change.

Amanda Blanton discussed Dual Enrollment Strategy and distributed several handouts.  She noted that Career Pathways replaces Tech Prep and that PACE has been reestablished to focus on career pathways.  She reviewed the handouts with the group and noted several ways that students can take advantage of our dual enrollment options.  She noted that students take courses for all kinds of reasons and we need to have standard practices in place for tuition and billing.  This initiative is in the plan, so a work group will be compiled to review this further.

Amanda discussed the Dual Enrollment Pathway with Crescent High School.  She noted that this collaboration is working extremely well, and we will want to replicate it by keeping in mind the following.

·         Committed people on both sides.  Great collaborative effort from all fronts.

 

·         Influential business partner.

 

·         New industry in the area.

 

·         Focused on what the community needs.  The right fit with the right program is crucial to success.

 

·         Guidance counselors need to be on board and make students aware of our options.

 

Amanda also noted that we will use marketing to focus on and target middle school students and will suggest making a middle school subcommittee of the PACE Board.  Middle school counselors are a key to this pipeline.   

Sarah Shumpert discussed the ongoing Connect to the Vision strategic plan sessions.  The world café format was a way to communicate the plan to all employees at all levels and to use individual and shared insights and actions to incorporate the plan into daily work life.  She noted that the sessions were informal and were focused on the conversations and exposure to the plan.  The sessions were not designed as a feedback to Executive Staff.  The sessions were well attended with cross-sectional attendees.  She noted the following:

·         In all sessions, there was a tendency to point fingers at others.

 

·         Considering how an employee can contribute to the vision through his or her daily job is very different from anything we have done before.

 

·         It is important for the plan to be as transparent as possible. 

 

Brian Swords updated the group on the Matriculation Implementation.  He reported that the matriculation team recommended a series of changes. These changes have been implemented, and the team is working with the individuals involved in the implementation.  The pilot is in place now, with plans to go live on June 3.

In general, the matriculation process follows this path.

 

Pre-enrollment session –  Provides information about what students need to know to get them on the correct path.

Generalists – Cross-trained service providers who serve as points of engagement for new students and can answer questions traditionally handled by multiple offices.

Student Success Coaches –  These are developmental advisors.   They complete the admissions process and provide counseling to include goals based on assessments and program fit.  They help students register for class for the first semester.  The Student Success Coach will provide developmental and intrusive advising to the students throughout their time at Tri-County.

Faculty Advisor – He/she will handle academic issues and prescriptive advising for continuing students.

The steps of the matriculation process will include these actions.

Pre-enrollment Sessions:

            Apply

            Student contact via phone call, letter, personally

 

Immediately after pre-enrollment session:

            Complete/submit application

            Campus tour

            Compass

            Smarter Measure

 

Meet with Student Success Coach:   

            After taking the Compass test, by appointment, at the student’s discretion

            Program fit

            Advising and registration

            Discuss assessment results

 

Brain noted that we will test with the pilot during the next few weeks, along with conflict resolution training and success coach training.  We will use what we learn and build on it.

 

Jenni Creamer has something similar in mind for Clemson Bridge students, so, at this point, this group will not be included.  They may be phased in at a later date. 

 

Rob Massey is preparing a communication plan about the role of advisors and student success coaches.  Division secretaries will be included in the training, and all employees will be invited to information sessions about the process. 

 

At this point, Galen presented the college’s 2006 QEP topic, Starting Now:  The Transition to College, which was chosen as the topic by employees in 2005 as part of our QEP design process.  The document touches on many of the things we are trying to address with the matriculation process, and indicates the need for an organizational structure to support the journey we have been on since 2006.

 

The discussion about Strategic Initiative:  Transformative Student Experience, was delayed.  This will be an item on a future agenda.

 

Under Announcements, Dan asked input on a refund question.

 

Jackie reported that she is a member of the Student Reaction to Instruction workgroup.  Chris Marino piloted an online version of the survey during the spring semester with great results.  The workgroup is in favor of using an online version, and the college may try to use it in the summer.  She will continue to update the Provost’s Council.

 

Jackie noted that a new HVAC system is being placed in Pickens Hall.  To expedite the process, the employees in the Division Office and surrounding offices may be relocated. 

 

Tim reminded the group that the road race would take place on Saturday, May 18.  Internal competition among departments is very good, and he is expecting a record number of registrations. 

 

With agenda items remaining, the meeting was adjourned.

 

Recorded By:             Anne Bryan

 

Next Meeting:            Tuesday, May 28, at 2:00 p.m., in RH 245

Provost's Council Minutes (4/23/13)

Provost’s Council
April 23, 2013
2:00 p.m.
Ruby Hicks Hall, Room 245
(Revised May 14, 2013)
 

Members Present:     Jackie Blakley, Amanda Blanton, Scott Harvey, Dan Holland, Lynn Lewis, Robin McFall, Amoena Norcross, Sarah Shumpert, Brian Swords

Members Absent:      Doug Allen, Tim Bowen

Others Present:          John Woodson, Lee Tennent

      
Length of Meeting:   2.0 hours

Topics Discussed:

The minutes of the April 9 meeting were approved with a minor change.

Lee Tennent discussed Wireless and noted that we need to be aware of our wireless limitations. As we do more with wireless in the classrooms, the density of use at each access point increases and could overrun our current infrastructure.  As we work through the program review process, we need to consider wireless needs and need to include IT in the discussions.  Lee reported that we have 110 access points on campus.  11:00 a.m. is the peak connection time with 3,000+ connections.  We may exceed our connections by the end of the year.  He noted that we need to plan if our curricula include more online delivery so IT can be prepared.  Lee noted that in addition to wireless, facility issues will need to be addressed.  He mentioned the need for pop up power at a desk and the need to move outlets, especially in common areas.  He asked the academic side of the house to be aware of this and to help the college stay ahead of the curve.  Galen asked the group to be aware of this as the academic program review evolves and to be aware of how Provost’s Council assimilates IT resource needs into overall instructional resource needs.

The Curriculum Committee Charter workgroup gave an update on the charter.  John Woodson is interested in this committee, and stepped up to be the new chair.  He distributed and discussed a handout on the Committee.  In reviewing the handout, the following was noted.

·         The responsibilities of the representatives need to be listed in the document.

·         The Curriculum Committee needs a non-member recorder.

·         Each instructional division will have one representative.  Each division will decide on how to appoint its representative.

·         The deans will schedule update meetings with the representatives.

·         The committee will not include a Corporate & Community Education representative.  Credit will oversee stackable credentials to be sure that it all aligns. 

·         As a standing committee, the Curriculum Committee will meet twice a month during slow times.  It will meet more frequently during heavy times of heavy activity. 

·         The committee will invite faculty to discuss/review a proposed change.

·         Moving stagnant proposals through the Curriculum Committee will be the first point of business for the new committee.

 

John noted that the workgroup is still gathering information and continues to work on the charter. 

The group discussed Student Tracking.  Galen noted that the Fall 2010 cohort that closes this fall will be the group on which we base our next student success rate.  Students from this cohort that are enrolled in the fall can be counted as retained.  Having those students enrolled in the fall is a priority, and he asked the deans to contact the students to try to get them to return to school.  Each division may handle this on its own and is to use any strategies that work. 

Scott discussed Section Analysis and handed out the Fall 2013 Course Distribution and the Summer 2013 Course Distribution. The group reviewed and discussed the documents.  They asked that the information be broken down by department/division, by campus, and asked that it exclude clinical and dual enrollment. 

Galen noted that the college is preparing the budget based on a flat enrollment.  By looking at the course distribution and sections reports, Academic Affairs can be prepared to show that it has reviewed all the data to back up any FTE requests.  Scott reminded the group to pay attention to the average section size and to place students in open sections, if possible.  IT is developing an ISIS report that advisors can run on demand with this data.

It was noted that the college has much information available, and we need to determine what is the best data to use to make the best decisions for the college and our students. 

Scott discussed the Spring 2014 Enrollment and Academic Calendar.  Scott noted the calendar revisions.

·         The seven-week sessions have been shortened to six-week sessions.

·         The dates at the top include the exam days.

·         The group liked the colors on the calendar, but wanted to include red.  Scott explained that the colors are ADA compliant colors, so red could not be included

·         The monthly calendars at the bottom will remain, but Scott will remove any highlighting color.

·         Under the No Classes heading, the asterisks will be removed. 

·         The Faculty/Staff Development Day will no longer be tied to a break.

 

Galen discussed the Student Success Advocate Award.  Earlier discussions were about an outstanding advisor award, but it was expanded to a broader context.  A workgroup will determine the criteria and review possibilities. Sarah and Robin will work with Rebecca Eidson to take a more in depth look at this possible award. 

Amoena announced that Todd Crisp-Simons is the new Faculty Senate President.   Full-time faculty Senators have been elected.  Adjuncts will be elected in the fall. 

Amanda reported that dual enrollment has been finalized for the fall, and she is finalizing the pay agreement for the school districts. 

Lynn noted that her division is gearing up for Pre-Vet to begin in the fall.  The program is ready to go, and Mississippi State has already expressed an interest in it.  She also announced an agreement with the Presbyterian College School of Pharmacy, which would allow our students to have automatic interviews. 

Jackie stated that the Association for Women in Community Colleges is creating a cookbook to sell to raise funds for scholarships, and invited the members of the group to submit recipes. 

Scott presented at national conference and was pleased to report that his session was well attended.

 With no further business, the meeting was adjourned.

 

Recorded by:             Anne Bryan

 

Next Meeting:            Tuesday, May 14, at 2:00 p.m., in RH 245

Provost's Council Minutes (4/9/13)

Provost’s Council
April 9, 2013
2:00 p.m.
Ruby Hicks Hall, Room 245
(Revised April 23, 2013)

 

Members Present:     Doug Allen, Jackie Blakley, Tim Bowen, Scott Harvey, Dan Holland, Lynn Lewis, Robin McFall, Amoena Norcross, Sarah Shumpert

 
Members Absent:  Amanda Blanton, Brian Swords

Others Present:         

          
Length of Meeting:   1.75 hours

Topics Discussed:

The minutes of the March 26 meeting were approved as presented.

The revised Presidential Medallion for Instructional Excellence procedure was briefly discussed, and was approved as written.

Galen discussed Academic Program Review and distributed a handout.  He noted Lynn’s work with Institutional Effectiveness to develop levels of review assessment and noted that Provost’s Council was supposed to review the process. In reviewing the handout, the group noted the following:

·         The group agreed that the process addresses levels that are appropriate for the Provost’s Council.  The rubric does not have to be well-developed.

 

·         Program review informs what infrastructure is needed.

 

·         The dean/department head will review the quality of responses contained in the APR components. 

·         Provost’s Council will use teams to review programs so that the process is not too burdensome. 

 

·         Is there the possibility of external input or student input?

 

·         It was noted that once institutional trends have been identified, how are they acted on?  We need to identify next steps and action points.

 

·         The end result is to identify real improvements to achieve institutional goals over which we have control. 

 

·         Next steps will be to develop out the reflective process and the rubric for the Provost’s Council, which should include time for review.

 The Student Tracking agenda item will be discussed at a later meeting.

The Curriculum Committee Charter group will meet on Thursday, 4/11/13 and will report after that meeting.  John Woodson will join the group.

Under Announcements, Amoena noted that a Faculty Senate work group is trying to address issues with the Financial Aid SAP letter to students.  The workgroup is trying to coordinate communication and to flesh out what advisors are expected to know and to do.  Amoena is gathering information from various areas of the college to try to collaborate efforts. 

Sarah reported that Early Alert is moving forward with the pilot, and Lou Ann Martin is gathering information about the courses to be used in the pilot.  In addition to all developmental education courses, she is considering the gatekeeper courses.  Sarah asked the group to send Lou Ann any ideas about possible courses to include.  It was noted that the pilot may need to have some focus on our part-time students, since they seem to have a harder time progressing. 

Sarah noted that the online teaching credential work group is reconvening.  They are trying to get  an estimate of the numbers for next year, which will have budget implications and may impact how we proceed.  After a brief discussion, it was decided that Sarah will send an e-mail asking faculty to apply, and will use the replies to determine numbers.  It was suggested that we look in-house for someone with the expertise to develop this training.  It was also noted that, while a faculty workgroup made the decisions about online teaching credential, it was not well communicated. 

Scott noted that May term classes and the spring semester exams are overlapping.  Christy Lawless was reviewing room conflicts and will move the May term class.  She will notify the division secretaries about any location changes. 

Scott is reviewing fall 2013 section projections and current offerings and will send out this information for review and evaluation.   

Scott reported that the catalog is ready.  In addition to hard copies, the catalog is online and has a mobile app.

Scott will pull the deans together to discuss the fall implementation of mid-term grades for all students. 

Dan asked the group for input about withdrawing a student from the college at exam time.  The group agreed that timing is not a mitigating factor.  

Dan mentioned the 20/20 mentoring program for at-risk students and noted the challenge in identifying the right population.  He asked the group for suggestions.  The group noted the following:

 

·         Use a cross-section of students, not only at-risk students

·         Use the Early Alert system

·         Use part-time, first year students

·         Invite students to apply

·         Have faculty nominate a student to apply

·         How do we identify in-coming students?

·         May want to consider something other than COL 103 and 105, since those already have a type of intervention. 

Dan asked the group to send any more ideas to him.

 With no further business, the meeting was adjourned.

 Recorded by:             Anne Bryan

 Next Meeting:            Tuesday, April 23, at 2:00 p.m., in RH 245

Provost's Council Minutes (3/26/13)

Provost’s Council
March 26, 2013
2:00 p.m.
Cleveland Hall, Room 142

Members Present:     Doug Allen, Jackie Blakley, Tim Bowen, Scott Harvey, Dan Holland, Lynn Lewis, Robin McFall, Amoena Norcross, Sarah Shumpert

Members Absent:  Amanda Blanton, Brian Swords

Others Present:         

      
Length of Meeting:   2 hours

Topics Discussed:

Before addressing items on the agenda, Galen mentioned that the SAC’s visit appeared to be going well.  He also noted, that based on various factors (low success rates, use of resources and our mission), the college will stop accepting F1 Visa students.  He noted that the college will continue to support our current F1 Visa students until they end enrollment or reach their educational goals, and will continue to accept all other categories of international students.  This decision does not affect our sister state agreement.  Galen asked the group to let him know of any issues or concerns with this decision.

The Minutes of the February 26, 2013 meeting were approved, with minor changes.

Scott discussed the academic calendar and distributed an Academic Calendar Proposal to address some issues and concerns related to Sessions B/C.  The proposal recommended reducing the seven-week sessions to six-week sessions.  The proposal notes the advantages, which include a no-class day, not tied to a break, that could be used for a college-wide in-service day.  The group suggested adding an in-take day to the proposal.  In order to shorten the sessions, the class meeting patterns were extended to provide the appropriate number of minutes.  The new meeting pattern start times would be normal start times to avoid scheduling conflicts.  Exams would take place after the sixth week.  This meeting pattern is very similar to our summer meeting pattern.  The group approved the proposal.   

The group reviewed several policies and procedures.

Retention and Security of Student Records.  Based on Executive Staff feedback,  a good portion of the procedure was deleted to allow it to refer to the state records retention policy.  The group noted the need to know how to record destroying an electronic gradebook, and asked for some kind of communication on how long to keep them.  It was noted that records are student-specific, and should be kept for five years from the last date of enrollment.  During the fall term of each academic year, Student Records will send a reminder memo about the retention procedure.  Scott will revise the procedure based on Provost’s Council feedback and will send it forward to Executive Staff for approval. 

 
Athletics.  Since we no longer offer an athletics program, Dan recommended that we delete this policy. 

Placement Testing.  While there were no changes to the policy, the group noted several issues.  After three years, the placement test scores are still in Banner, but faculty cannot see them.  To delete these test scores would be destroying an educational record, which cannot happen until five years after the last date of enrollment.  This needs to be addressed.  Scott will take this issue to the Placement Committee.

Placement Re-testing.  After a brief discussion on not allowing the student to re-test on the same day, the procedure was approved as presented. 

Assessment Center Fee Structure.  It was suggested that under #1, the second sentence “This fee does not…” be moved to the end of the paragraph.  It was noted that the procedure may have to be revised based on placement committee information about holding the scores for three years. 

Galen noted that numerous groups have asked for additional information on the matriculation process.  At the next Provost’s Council meeting, Kevin Steele, Brian Swords, and Rob Massey will provide more information and an overview.  The process will be phased in, but the additional information will give Phase 1 instructions.  The communications piece is being discussed and developed. 

Under Announcements, the following were noted. 

·         We may not be following our policy and procedure regarding solicitations from outside agencies.  Galen will review the related policies and procedures (1-6-1020. 1, 1-6-1020.2, and 3-2-3020.4) and discuss this at Executive Staff.

·         Dan Averette, the new EIT dean will start on June 3. 

 

·         The deans need to provide names for their Faculty Senate representatives by Friday, March 29, 2013. 

 

·         Project owners need to provide Galen with an estimated amount of the project so that it can be figured into the budget.

 

With no further business, the meeting was adjourned.

 

Recorded by:             Anne Bryan
 

Next Meeting:            Tuesday, April 9, at 2:00 p.m., in RH 245